The document gathering process can be divided into two methods:
unification and
aggregation.
The unifying process allows multiple documents to be self-enveloped or enveloped in a single mailing object with audit codes and individual CIF (Post Offices).
The following items are the basic assumptions for payment slip:
- same recipient's address;
- same sender's name;
- same address to return object.
Thus, the unifying software should identify the documents with same properties as above and compose custom documents, by entering audit codes and corresponding CIF to each similar set, in addition to the marks or bar codes needed for finishing documents.
The aggregating process involves grouping different mailing objects and storing them into plastic bags, making them a single new object.
The basic premises for aggregation may be:
- same recipient's address inside a building or condo; for example, the phone bills from all apartments in a building;
- same recipients' address; for example, two phone bills for the same address.
Thus, the software should identify all objects already finished (self envelopes or envelopes) by bar codes, so that the equipment can pack all material together.
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Unification
The software can generate files for printing documents with the following characteristics:
- documents from one sheet for self mailing. Each object of a sheet with its audit code and CIF (Tax Identification Code);
- documents with more than one sheet and up to 4 sheets for auto-enveloping on Multiplex equipment (Laurenti). This equipment accepts up to 5 sheets; however, for quality purposes, the upper limit is up to 4 sheets. Each set of 2, 3 or 4 sheets has an audit code and corresponding CIF. Each sheet from the set will contain the needed bar codes for the Multiplex to identify the matching set;
- documents with more than 4 sheets and up to 25 sheets. These documents will be enveloped in inserting equipment and A4 envelopes with windows. Similarly to the above (2 to 4 sheets), each set must contain a bar code for auditing, the CIF code and optical marks or bar codes for identifying each matching set.
Eventually, due to the possibility of failure in the finishing equipment, documents with 2 to 4 sheets can be processed in inserting equipment. They must be generated with marks or codes for the two types of equipment.
In this process, we must note that the software also includes a document formatter (
Format), as the position of the addressing fields and audit, CIF and finishing codes require changing to fit on the self-enveloping and inserting processes (envelope windows).
Aggregation
As the packing equipment is provided with pigeon-holes, where the objects should be placed, some restrictions must be met such as:
- the maximum thickness of the bag with all the documents should not exceed 15 mm (about 10 envelopes No. 10 (106 mm x 222 mm) within 1 or 2 sheets;
- the maximum weight of the bag should not exceed ½ kg. Beyond that weight, another mailing alternative should be used;
- in the pigeon-holes, you should place:
- 1 pigeon-hole for the cover sheet to go along with the objects;
- 1 pigeon-hole for objects with 1 and 2 sheets;
- 1 pigeon-hole for objects with 3 and 4 sheets;
- and so on.
The software must separate the documents into groups for printing and finishing, depending on the weight (number of sheets), and then generate a file that allows the equipment already in bag to identify which documents should be placed in the same plastic bag. Identification should be made via bar code such as in audit system.
Objects must be separated per number of sheets (1 and 2, 3 and 4 etc.) and pigeon-hole because each one has 1 window, which should be adjusted to the thickness of the object.
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